VANCOUVER REGIONAL FREENET ASSOCIATION
BOARD OF DIRECTORS
MINUTES OF MEETING
July 20, 1993
Vancouver Public Library
The meeting was called to order at 7:05 pm.
Regrets: Phil Lyons
1. Agenda The agenda was adopted as distributed.
2. Minutes from previous meeting. Postponed until next
meeting.
3. Correspondence A) Brian read e-mail received from Mark
Gendron, containing
Mark's resignation from the board due to changes at his job.
It was moved by Susan Pendakur, seconded by Fritz Radandt that:
The VRFA Board of Directors send a letter of thanks to Mark
for his work and contributions to the Vancouver FreeNet.
Carried. (Secretary to send) B) Victoria Freenet. Postponed
until next meeting.
4. Policy Issues
4.A Information Provider Brochure Issues (Michael Lehmann)
Refer to ipbroch2.doc 1. The best way to approach
organizations was discussed, including mentioning fundraising
opportunities at first contact, seeking endorsations vs.
information for provision, different approaches such as scattered
vs. targeted. A lengthy discussion ensued over the format of the
brochure, including breaking it into three separate documents
such as a one page "What Is FreeNet", a two-page guide for
Information Providers, and one-page guide for endorsations. This
package would also include, as necessary, an IP application form,
an endorsement letter, and a volunteer form. 2. It was
generally agreed that the first phase of involvement
with IPs would be an "expression of interest" phase
(attending IP meetings etc.), leading to a later commitment.
A response form may have to be included in the IP brochure.
3. There was general agreement that a set of content guidelines
be given to IPs, rather than have content "subject to board
approval". Gladys to draft. 4. It was agreed that
endorsements by IPs would be mandatory
and that membership by at least one representative of each
IP be suggested. 5. To be included in the discussion of
item 10.
4.B Prioritizing Community Information Groups (Michael Lehmann)
Areas needing study were identified: How to assign a #1 vs. a #2
rating? How to establish initial contact? Is the number system
of priority effective? Greg will add the local municipalities to
the list.
4.C Refund of Memberships (Susan Pendakur) It was moved by Greg
Buss and seconded by Tom Hansen that:
The VRFA's policy is not to refund membership fees.
Carried. (Susan to send letter to applicant.)
4.D Private conferences (Brian Campbell) Postponed until next
meeting.
4.E Posting of board information (Mark Gendron) No longer
applicable.
5. It was moved by Tom Hansen and seconded by Greg Buss that:
The VRFA allocate the amount of eight hundred dollars ($800)
for the purpose of sending a representative to the Canadian
FreeNet conference in Ottawa in August. Carried. It was
moved by Greg Buss and seconded by Tom Hansen that:
Brian Campbell attend the Ottawa conference as the
representative from the VRFA. Carried.
6. Treasurer's Report (Tom Hansen) The initial VRFA budget is
progressing. The application for charitable status is being
prepared and will be send in by the next meeting. The VRFA's
current account balance is approximately twenty-three hundred
dollars ($2300).
7. Directors' System Training (Mike Hrybyk) It is planned to
book a computer lab at SFU for an evening session (possibly
Tuesday, July 27th). A VRFA guest shell account has been set up
on Mike's machine at UBC. Details of the logon procedure will be
posted to the freenet-sc mailing list.
8. Orientation Program (Gladys We) The first orientation
session went very well. There were some "tough questions"
involving the "political stance" of the FreeNet. The next
orientation session will be held on Wednesday, August 4th, at SFU
Harbour Centre.
9. Endorsements Co-ordinator (Brian Campbell reporting for Phil
Lyons) Some minor changes to the endorsement letter were
discussed, centring around the possible inflammatory nature of
the second sentence and the nature of information access vs.
information control.
10. Co-ordinated Database (Michael Lehmann) The problems
associated with different committees developing separate
databases were discussed, along with the benefits of a co-
ordinated approach by committees rather than a serial approach.
It was suggested that a flow-chart model be used, to co-ordinate
the committees' work. Relating the use and reporting associated
with the database to the problem of prioritizing IPs was
discussed. It was agreed than a freeze be placed on contacting
IPs formally until the documentation kit is finished, but that
informal contacts be continued. Guy or Michael are the preferred
contacts to whom IPs be directed.
In the discussion of what methods/software etc, to be used for
the database, it was agreed that online access is a preferred
method. Mike Hrybyk will investigate the possibility of using
Lotus 1-2-3 on the FreeNet test machine. To keep numbers
manageable, discussion touched on having each contact person
handle no more than five or six groups, initiating contact and
then sorting into priorities once the IPs kit is completed.
11. Committee Reports
11.1 Membership (Susan Pendakur) There is one new member and a
fifty dollar ($50) donation was received. There are a number of
calls weekly on the voice mail line (665-3944).
11.2 Public Relations (Fritz Radant) C. Newsletter. There was
a lengthy discussion on the role of a newsletter at this stage of
VRFA's development. There was general agreement that the
newsletter would best serve as a "development update" and tool
for support for the Community Content and the Fundraising
Committees prior to launch, with perhaps a broader role after the
public launch. It was moved by Guy Thomas and seconded by Gladys
We that:
The Public Relations committee continue work on developing
the newsletter, plan two issues prior to public launch, and
investigate targeting to potential Information Providers,
information-technology-disenfranchised groups, and potential
sources of funding, and investigate methods of distribution.
Carried.
11.3 Community Content Dealt with under item #4.
11.4 Fundraising (Greg Buss) A workplan has been developed and
the refining of the Case Statement is continuing. A detailed
list of items and services required by each committee is needed.
11.5 Hardware/Software & System Design A. System Design
(Jacqueline Van Dyk) The two active working groups are User
Issues and Database. Work is being done on the menu structure,
in collaboration with Community Content, and there is a User
Registration meeting on Saturday. B. Hardware/Software (Mike
Hrybyk) The two core working groups are Operations and Planning.
Norbert and Brian are working on the planning documents, and
Andrew is finalizing the system requirements. The software has
arrived and is being unpacked (thanks to Vic).
The importance of having a stable platform for the FreePort
software was emphasized, and the advantages of using a single
operating system (SunOS, running on Sun SparcStations for
suitable power) were pointed out. A draft budget for hardware
and associated system costs (such as BCNet affiliation and
connect costs) was distributed. This was quite sobering for
those directors unfamiliar with quality hardware and networking
costs. Contact persons need to be determined at Sun, Telebit,
Gandalf, etc.
12. The next meeting will be held on Tuesday, August 3rd, at
7:00pm in the VPL board room.
The meeting was adjourned at 9:40 pm.